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Grant success for fire departments: Why following the rules matters

The importance of fire department leadership following rules and guidance for grant opportunities

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By Adam Hursh

Fire departments nationwide rely on grant funding to secure critical resources, including apparatus, personal protective equipment, communications technology and training. For many departments, especially volunteer and combination agencies, these grants can mean the difference between having life-saving tools or continuing to go without. Securing grant funding is not as simple as demonstrating need. Strict rules and guidelines govern the process; failure to adhere to them can result in denied funding — even for the most deserving departments. Fire department leadership must prioritize compliance with these rules to ensure their applications stand the best chance of success.

The high stakes of grant compliance

Federal, state and private grant programs are highly competitive, with thousands of departments vying for limited funds. Programs like the Assistance to Firefighters Grant (AFG), Staffing for Adequate Fire and Emergency Response (SAFER) and Fire Prevention & Safety (FP&S) grants have specific eligibility requirements, application guidelines and post-award reporting responsibilities. These guidelines exist to ensure fairness, accountability, and transparency in the distribution of public funds.

Failure to follow the prescribed rules can lead to immediate disqualification even if a department can demonstrate extreme need and submit a well-written application. Fire department leaders must understand that grant reviewers operate under strict evaluation criteria, which can limit their ability to consider even the most compelling applications if they fail to meet eligibility and formatting requirements.

Common pitfalls leading to denied grants

Many fire departments make critical mistakes that result in their grant applications being denied. Some of the most common errors include:

  • Failure to meet eligibility requirements
    • Each grant has specific eligibility criteria. Some programs are only open to career departments, while others prioritize rural or volunteer agencies. If a department applies for a grant for which they do not qualify, the application will be automatically rejected.
  • Ignoring application instructions
    • Grant guidelines specify formatting, word limits, required documents and submission procedures. Departments that fail to follow these instructions—such as exceeding word limits, omitting required attachments, or submitting applications after the deadline—will see their applications disqualified.
  • Inaccurate or incomplete information
    • Applications must include accurate data regarding department demographics, call volume, budget and existing equipment. The application will likely be dismissed if the numbers do not add up or the required fields are left blank. For federal grants, the department has already reported much of this information. If discrepancies exist between the grant application and previously reported data, it could raise red flags and lead to further scrutiny or disqualification.
  • Lack of justification for funding request
    • While need is an important factor, simply stating that equipment is old or that the department lacks funding is not enough. Departments must provide clear justifications backed by data, such as failure rates, compliance issues with NFPA standards, or the direct impact of outdated equipment on response capabilities.
  • Noncompliance with prior awards
    • If a department has previously received a grant and failed to meet post-award requirements — such as reporting, equipment purchases or training obligations — it can negatively impact future applications. Funders want to ensure that awarded departments are responsible stewards of grant funds.

The role of leadership in grant success

Strong leadership within a fire department is essential for securing and managing grant funding. Fire chiefs, administrative officers and grant writers must take an active role in ensuring that the department adheres to all rules and requirements before, during, and after the application process.

  1. Educating personnel on grant requirements
    • Leadership should ensure that anyone involved in the grant process is familiar with the rules and guidelines. Attending grant workshops and webinars and reviewing official program documents can help avoid common mistakes.
  2. Developing a grant compliance checklist
    • A standardized checklist can help ensure all necessary steps are completed before submission. This checklist should include eligibility confirmation, document verification and adherence to formatting requirements.
  3. Assigning a dedicated grant coordinator
    • Designating a specific individual or team to oversee grants can improve accuracy and compliance. This person should be responsible for gathering the required data, writing the application, and meeting deadlines.
  4. Reviewing and proofreading applications
    • A second (or third) set of eyes can catch errors that might otherwise go unnoticed. Before submission, leadership should review applications for accuracy, completeness, and adherence to guidelines.
  5. Maintaining compliance with post-award requirements
    • Winning a grant is not the end of the process. Departments must follow through with purchasing equipment, conducting training and submitting required reports. Failure to do so can jeopardize future funding opportunities.

Conclusion

Fire department leadership is responsible for ensuring that grant applications are prepared with precision, accuracy, and strict adherence to guidelines. The need for new equipment, training and personnel is undeniable, but demonstrating that need alone is not enough. Departments must follow all rules and requirements to be competitive in the grant selection process. A failure to do so can result in the loss of crucial funding, leaving firefighters without the tools they need to protect their communities. By prioritizing compliance, organization and strategic planning, fire department leaders can significantly increase their chances of securing vital grant funding.

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